Office Manager

Office Manager Position Description

Position Title: Office Manager

Reports To: Brandon Provines : Owner-Operator

Location: Provines Plumbing Office

Employment Type: Full-Time

Position Summary

The Office Manager at Provines Plumbing ensures smooth, accurate, and efficient operation of all administrative, financial, and scheduling processes. This role requires a detail-oriented, organized, and self-directed professional capable of independently managing the office, supporting field operations, and ensuring that all jobs—from scheduling to payment—are handled with precision and timeliness. The Office Manager leads administrative operations and ensures the business functions efficiently every day.

Key Responsibilities

Daily Operations

- Review the daily job schedule for accuracy, completeness, and integrity.

- Check voicemail, text messages, and other communications for customer or technician updates.

- Ensure all job appointments include complete notes with detailed information about the work performed, materials used, and customer communications.

- Communicate daily with technicians regarding scheduling, job readiness, and required documentation.

Customer Communication

- Contact customers before scheduled jobs to confirm appointments and expectations.

- Follow up after jobs to ensure satisfaction, collect feedback, and gather missing information for invoicing.

- Address customer inquiries and concerns promptly and professionally.

Job Completion, Scheduling & Invoicing

- Ensure all jobs are completed, finished, and invoiced with proper labor hours, material costs, and material charges reflected accurately.

- When job completion status or details are unclear, contact the responsible technician to obtain the necessary information for invoicing.

- If a job is incomplete, schedule follow-up appointments promptly and ensure continuity of service.

- Create and submit invoices for completed jobs and reconcile them with QuickBooks and customer accounts.

- Verify technicians have completed all job information, including notes, materials, and time entries, before closing out the appointment.

Financial Management & Vendor Reconciliation

- Receive and reconcile all customer payments with QuickBooks and job records.

- Establish and maintain an organized filing system for unpaid accounts, paid accounts, closed jobs, invoiced jobs, non-invoiced jobs, invoiced but unpaid jobs, and paid-in-full jobs.

- Pay all wholesale bills upon receipt or by the 10th of each month.

- Reconcile all wholesale bills, material tickets, and charges from vendors against corresponding customer invoices for accuracy.

- Provide all relevant documentation, receipts, and reconciliations to the bookkeeper in a timely manner.

Payroll Duties

- Approve and reconcile hours submitted by technicians for payroll prior to submission to the bookkeeper.

- Review timesheets for accuracy, ensuring hours correspond with job records, schedules, and completed work.

- Communicate with technicians promptly to correct discrepancies or missing time entries before payroll submission.

Meetings & Communication

- Attend monthly meetings with the bookkeeper to review financials, reconciliations, and documentation.

- Participate in regular meetings with the owner-operator to discuss company operations, priorities, and administrative improvements.

- Schedule and lead recurring meetings with the owner, bringing prepared updates including administrative status reports, suggestions for efficiency, and challenges.

Leadership & Ownership

- Take full ownership of the administrative and office functions—this position operates independently.

- Ensure technicians and the owner stay on task with all administrative responsibilities.

- Lead by example in maintaining organization, professionalism, and accountability.

- Identify and implement process improvements that enhance efficiency, accuracy, and customer satisfaction.

Qualifications & Skills

- Strong organizational and communication skills

- Proficiency with QuickBooks, Microsoft Office, and other office software

- Attention to detail and accuracy in record-keeping and documentation

- Ability to work independently and take initiative

- Strong problem-solving and leadership skills

- Experience in plumbing, construction, or service industry administration preferred

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Work Location: In person